June 14, 2023 Regular City Council Meeting Minutes
Call to order:
The regular Randolph City Council meeting was called to order at 7:00 p.m. by Mayor Marie Jacob.
Mayor Marie Jacob
Council Members Jacob Friedrich, Todd D Carlock, and Tony Price
Treasurer Sandy Nicolai and Clerk Mary Haro
Also, in attendance from LeVander, Gillen & Miller legal counsel, Korine Land and Greta Bjorkman, and Bolton & Menk engineer, Matt Blazer.
Approval of Agenda:
We will add Bryce Pressnall to the agenda. Motion to approve the agenda with the addition of the water report was made by Friedrich, seconded by Haro. All voting in favor, none opposed, motion passed 5:0
Dakota County Commissioner Mike Slavik discussed with us the need for additional deputies to be hired. He talked about how the other districts such as Lakeville, Eagan, Apple Valley, etc. indicate that they all pay for their own police departments but they are asking what they are paying for the rural areas since this is on the general taxes. They formed a subcommittee to find ways to be fair and equitable and it was found that 95% of the cost of the patrol areas serving the rural area are being paid for by cities who do not receive these services. Some solution and guidance would be: 1) fairness; 2) to be safe and protecting the rural area and 3) we do not want to have this conversation again. There will be a meeting on June 27 at Celt's to discuss current public safety needs in the patrol area, staffing strategies to meet them successfully and options to help pay for them. They would like to have a representative from each city and township in attendance.
He discussed the Dakota911 center and that every city pays for their own 911 calls and the county pays for all of the 911 calls in the rural areas. The county would spread out the cost share over a five-year period which would be at a cost of approximately $21-22 per person. We would pay 20% for the first year and increase the amounts over the next five years. With this cost sharing they would add a representative on the 911 board for the rural cities and townships. Also, this would allow the county to add 3 new deputies.
We will have a representative at the meeting and will discuss this later during our meeting.
Prior Meeting Minutes
A motion to approve the May 10, 2023 regular council meeting minutes was made by Friedrich, seconded by Jacob. All voting in favor, none opposed, motion passed 5:0.
A motion to approve the special minutes from June 2, 2023 was made by Price, seconded by Friedrich. All voting in favor, none opposed, motion passed 5:0.
Treasurer's Report and Payment of Bills:
Sandy updated the bank account balances using the previous year budgets. It was noted that the park fund is negative but noted that all of the gambling funds we receive from the fire department are to go into that account.
Sandy also noted that she will pay Tony Price for the special meeting with next month’s bills.
There was a question regarding the invoice for mowing which was thought to be $640 per month but the contract indicates $160 per week or $640 per month.
Motion to approve the payment of bills as presented was made by Jacob, and seconded by Haro. All voting in favor, none opposed, motion passed 4:0. Friedrich abstained from vote due to the fact that he purchased supplies in the amount of $343.30 to fill potholes and submitted it for payment but he only submitted the invoice for supplies and not his time.
Bryce Pressnall – Water Tower
Bryce received a phone call from the water tower that there was a Zone 5 problem. Apparently, the breaker head tripped so there was no power so he called an electrician (McGrath Electrical) who came immediately. He noted that the tank was about half full so it was not an immediate problem but still needed to be dealt with quickly.
Bryce noted it was the VFP control which turns the pumps on and off. He didn’t know at first what caused it but was later told there was a power surge in the city and this may have been the cause of it. McGrath told him that a surge will affect the VFP control. The VFP is junk and “we are babysitting it”. We have a controller that is old school and because of COVID we are having trouble getting the parts. A soft start was put in to get it working. It was noted that this may be covered by insurance and we should check on that. It was asked if there is a surge protector in the panel and Bryce didn’t know if there is one but indicated that is important that there needs to be one. It was also asked if we can just put ai meter starter which would be less expensive and more reliable. Bryce also noted another item is we should update or replace the Small Call (that is what calls Bryce when there is a problem). It is a 1970’s model and batteries are corroded so they can’t be replaced. It still works at the present time but he’s does not know how much longer it will continue to work. Bryce will look into this and keep us updated. Matt asked that Bryce reach out to him as he would like to see the lift station on the same system and to have Bryce also get the call for it as a backup person.
Denial of Variance
Eric and Michelle Brochman had applied for a variance for their garage last month and the public hearing was held but during the discussion it was noted that he would meet the setbacks since he moved the building to the east therefore did not need a variance so we denied his request.
A motion to deny the variance application of Eric and Michelle Brochman and approve Resolution 23-09 Adopting Findings of Fact and Reasons for Denial for the Variance Request for a Setback from the side yard for the property located at 4315 292nd Street East, Randolph, Minnesota, was made by Friedrich, seconded by Carlock. All voting in favor, none opposed, motion passed 5:0.
Lot Split for Acre Real Estate Holdings, LLC
Acre Real Estate Holdings, LLC asked for approval for the land that they purchased and recently had rezoned to limited industrial be split into two separate parcels. We see no reason to deny the request.
Motion by Friedrich to approve the lot split and Resolution No. 23-10 Approving the Property Split of Dakota County Parcel Id. No. 32-00500-51-020 in Randolph, Minnesota, seconded by Carlock. All voting in favor, none opposed, motion passed 5:0.
Dakota County Easement Acquisition
The City owns several parcels of land along County Road 88 to which Dakota County will need an easement for the construction and utilities for those parcels for the county road project.
Motion to approve all of the Easement Agreements was made by Friedrich, seconded Carlock. All voting in favor, none opposed, motion passed 5:0.
Motion to approve the Settlement Agreement with Dakota County in the amount of $34,708.55 was made by Jacob, seconded by Friedrich. All voting in favor, none opposed, motion passed 5:0.
We have been working on revising and updating our city codes since last Fall. Our counsel prepared a Frequently Asked Questions page which will be put on our website. We updated our zoning codes and zoning map. Mayor Jacob opened the public hearing at 7:47 p.m. on our zoning ordinances for questions and public comment. It was asked what is the process to change the zoning on a property once this is approve. They would have to have a public hearing and it we would decide if it fits into our comprehensive plan. We would make a decision based on the legalities. Our comprehensive plan is updated every 10 years and our 2040 Comprehensive Plan was just approved in September 2022. Being no further comments or questions, the public hearing was closed.
Motion to approve Ordinance 23-02 Repealing and Replacing the Randolph City Code and Zoning Map was made by Friedrich, seconded by Jacob. All voting in favor, none opposed, motion passed 5:0.
Motion to approve Resolution 23-11 Appointing Individuals to Positions Consistent with the new City Code was made by Friedrich, seconded by Jacob. All voting in favor, none opposed, motion passed 5:0.
Our legal counsel recommended that since the new Adult Cannabis law has passed that we have the ability to adopt a moratorium effective until January 1, 2025 which is when they will start the licensing process for retails. This will give us time to figure out what is happening. If there is a sufficient number of retailers registered in the county the quota may be filled so we won’t have to approve one. $500 is the maximum that will be allowed to be charged. We could set a public hearing to adopt a moratorium. Korine will send Mary the information to do this.
Bolton & Menk Sewer Update
The first construction newsletter went out. They also had an open house tonight and it was a very good turnout. They also did an email blast for the open house meeting so if you are signed up for that you should have received one. Once construction starts you will see them more frequently. They are typically sent out on Friday. John Andres is with Bolton & Menk and he will be on site every day during the project. We will start to see equipment being delivered and they will be putting up road closure signs. They are coordinating with the fire department so they are able to get their equipment out or moved when needed.
Lastly, the last contract was through the final design, so they have a proposal for their services for the construction phase. This proposal is for 2023 through 2024, which includes surveying, material testing that has to be done, as-built survey - after the construction is done, the project closeout, and the funding draws – they will fill out the paperwork (this is not reimbursable from the bond). The amendment is for $705,756 and it will take us through the project.
The land is in the court process as the eminent domain petition has been filed. We will ownership on August 28, 2023. We have possession of the land on that date. We will have to deposit the money for the land with the court in mid-August.
It was asked talked about the temporary water lines and how the billing the residences during this time since they will not be hooked up through the meters. It was indicated that it is usually billed at last years rate during the same time period.
Motion for an Amendment to the original Bolton & Menk contract in the amount of $705,756 was made by Jacob, seconded by Haro. All voting in favor, none opposed, motion passed 5:0.
Council Member Reports
Tony asked about hooking up to the sewer if you don’t have a failed system. Is there anything in the ordinances if you sell a home that you would have to hook up to it. If it passes inspection, you do not have to hook up to it but you are can if you want to. Any new developments will have to hook up to it as long as the system is available to them.
It was noted that the AC is not working in City Hall. Clerk Haro is working on getting this repaired. We should look at the cost and she if it should be replaced.
Friedrich talked about the potholes on 290th Street and asked if there were any other areas that needed to be filled.
Mayor Jacob talked Sam about mowing and he indicated that since it is so dry, he recommends not mowing at this time as it will wreck the grass. At this time, we recommended that he mow around the fence at the holding pond. Marie will talk to him about mowing that.
Clerk Haro indicated that she talked to the Otte’s and asked that they mow inside the holding pond. She also asked about the lot next to Reed that the school owns and Marie indicated that she will talk to Mr. Kelley about getting it mowed.
Marie indicated that she thanked the teachers for the mulch project that was done. The teachers said to keep in mind any projects for next year that they could work on. They would like to stay in the community.
It was noted that someone has a rooster in town. Apparently, it was a senior prank but we need to talk to the person to tell them they are not allowed and that they need to move it out of city limits.
Mayor Jacob indicated she will volunteer to attend the meeting regarding the public safety concerns at Celt’s on June 27th. If we have more than two attend, then we need to post it. Councilmember Friedrich indicated that he will also attend.
Motion to adjourn the meeting made by Jacob, seconded by Friedrich, the meeting was adjourned at 8:49 p.m. All voting in favor, none opposed, motion passed 5:0.